Sample Request For Proposal (RFP)
<Facility Name and Address>
REQUEST FOR PROPOSAL
Laboratory Information System
<Date>
<FACILITY NAME>
REQUEST FOR PROPOSAL
TABLE OF CONTENTS
SECTION I -- INTRODUCTION
SECTION II -- VENDOR PROFILE
SECTION III -- TECHNICAL ENVIRONMENT
SECTION IV -- IMPLEMENTATION AND SUPPORT
SECTION V -- FUNCTIONAL REQUIREMENTS
SECTION VI -- SYSTEM PROPOSAL
This Request for Proposal is an invitation to a select group of companies
to submit proposals for a Laboratory Information System to <Facility
Name>. The intent is to obtain information leading to the
selection of a Laboratory Information System that will best meet the clinical
and management information needs of <Facility
Name>.
Respondents who are selected for further consideration will be requested
to make on site presentations and demonstrate their system.
<Facility Name> requires that
all proposed software currently be installed and operating at two or more
sites. If developmental software or enhanced versions of existing software
is included in the overall package being proposed, the nature, status,
and timing of development and delivery activities should be clearly stated.
All questions and inquiries regarding this RFP should be directed to:
<Contact Name>
<Title>
<Facility Name>
<Street Address>
<City>, <State> <Zip Code>
<Phone Number>
<Fax Number>
<E-mail Address>
Anticipated Time Frames for Evaluation and Selection Process
Issue RFP to Vendors <Date>
Responses to RFP due <Date>
On Site Vendor Demonstration <Date>
Finalists Selected <Date>
Site Visits and Reference Checks <Date>
Final Evaluation and Selection <Date>
Contract Negotiations <Date>
Contract Signed <Date>
Commence Installation <Date>
Please submit <Number>
copies of your response to the above address.
Responses received after <Date>
will not be considered.
- <Facility Name> Profile
Description of organization including type, size (number of beds, physicians, patient orders/day, etc), and configuration (# and proximity of satellites). - LIS Project Goals and Expectations
The goals of the Laboratory Information System Project are:
- To provide integration with existing and planned information systems
- To increase laboratory productivity and improve accuracy via instrument interfaces and automated reporting
- To implement laboratory order and result retrieval functionality for all of the laboratory's customers
- Current Management Information System Environment
- Practice Management System
- Hospital Information System
- Billing System
- Electronic Medical Record
- Reference Laboratory
- Chemistry Analyzer
- Hematology Analyzer
- Immunoassay Analyzer
- Coagulation Analyzer
- Microbiology Analyzer
- Urine Strip Reader
- Other Instruments to be Interfaced
- Criteria for Evaluation of Responses
<Facility Name> will evaluate the responses to this RFP based on the vendors ability to:
- Meet the functional and technical requirements described in this RFP as evidenced by the RFP response and demonstration of the software.
- Provide a cost-effective solution that meets the financial goals of the laboratory.
- Provide timely program modifications and upgrades in response to changing industry needs, regulatory requirements, and advancing technology.
- Demonstrate expertise and functionality as evidenced by client references and site visits.
- Provide a superior level of customer service and technical support, both pre-installation and post-installation, to clients as evidenced by references.
Description of current management information
systems environment including existing systems (name, version and
vendor), wide and local area network environment (main frame, Windows
2000, client-server, etc) number and type of existing hardware.
The information systems and reference laboratory to be interfaced to the Laboratory Information Systems are:
The laboratory equipment to be interfaced to the Laboratory Information System is:
- Identify the company name, address, city, state, zip code, telephone
and fax numbers.
- Identify the name, title, address, phone and fax numbers, and e-mail
address of the primary contact person for this project.
- Provide a brief overview of your company including number of years
in business, number of employees, nature of business, and description
of clients.
- Identify any parent corporation and/or subsidiaries, if appropriate.
- Give a brief description of the evolution of the laboratory information
system software. Include the date of the first installed site and major
developments which have occurred (e.g. new versions, new modules, porting
of software). Describe any previous ownership, if appropriate.
- List any industry awards/recognition that you have received, the awarding party, and the date received.
- Indicate the total number of installations in the last 3 years by
the year of installation and the total number of current users for the
proposed system.
- Provide a summary of your company’s short term and long term goals and strategic vision.
- Provide a list of five references similar in size and specialty mix to <Facility Name>. (Include name, contact, address, telephone, system(s) installed and date of installation)
SECTION III -- TECHNICAL ENVIRONMENT
Hardware
- Describe the hardware configuration including descriptions of central
processing unit(s), networking hardware, back up devices and Uninterrupted
Power Supply.
- Describe the ability of the proposed system to support fail-safe data
storage (redundancy, mirrored, etc.).
- Describe the requirements of system cabling for communication to the
server and to the existing network.
- Does the system employ 32 bit architecture?
- What are the warranty periods provided for hardware?
- Please outline service and maintenance costs for the system as proposed.
Software
- Describe the operating systems under which the proposed system will
operate. (UNIX, DOS, Windows 2000, etc.)
- Name and describe the database management program utilized by the
system.
- What programming language(s) was used to develop the system?
- How many records can be stored on-line?
- Describe the file purging/archiving methodology used by the proposed
system.
- What are the warranty periods provided for system and application
software?
- List cost of license agreements, renewal, and upgrades.
- Please describe your system's database reporting tools.
- Describe the security system used by the proposed system.
- Describe your proposed disaster recovery plan.
Network and Interface Issues
- Have you interfaced your LIS with other Clinical Information Systems?
(Provide names of interfaced systems.)
- Does the proposed system comply
with Health Level 7 (HL7) interface standards for importing and exporting
data to and from other systems? What other interface formats are supported?
- Have you interfaced your LIS with reference laboratories? (Provide
names of interface reference laboratories.) Describe the interface functionality.
- Does your LIS have the capability to provide a direct link to off-site
locations for order entry and result retrieval? What communication protocols
are supported?
- What communication protocols are supported?
SECTION IV -- IMPLEMENTATION AND SUPPORT
- Describe or attach a typical implementation plan.
- Describe the experience and qualifications of your installation team.
- Describe the training provided including location, number trained,
and training outline.
- Provide a copy of the Operator's Manual.
- Where is your technical support center located?
- What are the methods for contacting technical support?
- What are your hours of operation for technical support?
- Describe the ongoing system support provided by the vendor.
- Are software upgrades provided as part of the software support contract?
- Describe your software upgrade process.
- How are customer requests for enhancements and customizations handled?
- Describe the recent history of system enhancements.
- Do you have a formal users' group?
- Describe the company's policy regarding the source code.
SECTION V -- FUNCTIONAL REQUIREMENTS
Refer to the FUNCTIONAL REQUIREMENT checklist. A response to each
checklist item is required. Brief comments may be entered in the table.
Elaborate on any items that differentiate you from other vendors on a
separate attachment (reference the item). Assign one of the following
Availability Codes to each item:
A -- Feature is available and installed
B -- Feature is available but not yet installed
D -- Feature is currently under development (indicate anticipated date of availability)
N -- Feature is not available
SECTION VI -- SYSTEM PROPOSAL
Provide a system proposal that includes:
- Detailed listing of hardware provided.
- Detailed listing of software provided.
- Description of training provided, including location and number of weeks.
- Description and cost of ongoing support.
- Cost of proposed system.